Senior Administrative Coordinator

Professional Expectations:
In particular, the Administrative Coordinator should have the following qualities:-
? Possess at least bachelor degree;
? Be positive, engaging and friendly in manner to all staff, students and visitors to the school;
? Be professional, neat and presentable both in the work and tasks undertaken and in their personal appearance;
? Have a ?can-do? approach be efficient and accurate in dealing with work and duties assigned;
? Have a good spoken command of English and Thai and competent written skills in both languages;
? Be flexible in their approach to work and enjoy working as part of a team;
? Uphold and promote the school policy on Spoken English;
? Deal with information with the appropriate confidentiality as required;
? Promote a favourable impression of the School at all times, through ways of working and in communication with others;
? Undertake duties and responsibilities in accordance with the School?s policies and procedures;
? Manage the incoming and regular workload effectively, seeking agreement to utilise the wider admin team to assist in peak periods.

Key Responsibilities:
The Senior Administrative Coordinator is part of the team of staff providing the customer service and administration function of the school. The role supervises 2 team members, reports to Director of Business Services and is responsible for:
? Being part of the team that ensures that the school enquiries mailbox is effectively managed, with incoming / outgoing email dealt with promptly as necessary either through answering the queries directly or seeking the appropriate staff member / department to assist the enquirer;
? Helping to receive and deal with enquiries and concerns from other members of staff and parents;
? Undertaking routine administrative tasks including updating databases (e.g. ATK testing, Credit card reimbursement), directories and the school management information system for changes in parental, staff and student personal data including effective use of ISAMS;
? Leading the reporting and control of students at the Bus Holding Area each school day to ensure the correct accounting for and the safe departure of students going home by bus;
? Liaising between the school?s contracted bus service provider, the school and parents to make changes to routes, passengers, pick-up times etc.;
? Communicating the colleagues, students, parents and outside providers to coordinate activities, exchange information and resolve issues or concerns;
? Being part of the team that manages student attendance on site, for example registration, early leavers, absences - liaising with parents and teachers;
? Arranging staff travel quotes and bookings with the school?s travel providers including acting as a liaison between staff and the school?s travel agent. Working with the Human Resources department as and when appropriate;
? Take the lead for the administration of school trips.
o Assist with ensuring the trip organiser properly considers the value added and cost effectiveness for the student;
o Obtain quotations, and submit the budget request for approval;
o Book transport / hotels / service providers;
o Liaise with the trip organiser and providers on headcount, to ensure the final invoice is correct and submit for authorisation;
? Keep the trip and subscription trackers up to date;
? Support members of staff with their reimbursement / purchase requests / cash advance requests to the Accounts team;
? Being part of the team managing the presentation and update of canteen menus onto the school?s website, intranet and display TV screens around the school;
? Ensuring that the provision of catering is according to request, for example for events or school trips and tours, booking venues (e.g. Chatrium) for external catering requirements or off site events;
? Being part of the team to manage the on site daily catering provision to the school?s expectations, taking action to review and give feedback on the service, making suggestions for improvement and working with parents, staff and the catering provider to drive improvements and maintain required standards;
? Producing regular monthly reports, for example, catering, school bus, ATK etc.;
? Processing online subscriptions and managing the school credit card including associated reimbursement claims;
? Reviewing and taking action to maintain the professional appearance of waiting areas in reception, administration areas (1st and 2nd floors) and at the school entrances and shared common areas (e.g. staff room);
? Undertaking basic translation of English to Thai and Thai to English for meetings, documents, phone calls etc.;
? Assisting as part of the administration team to cover for staff absence, ad-hoc work and periods of high workloads to cover important duties;
? Undertake ad-hoc jobs as requested in the Administrative office and support special events in the School e.g. Admin staff trip, Speech Day, Concerts, FOBISIA, Proms event etc.

Child Safeguarding:
Shrewsbury International School is committed to Safeguarding and Child Protection promoting the welfare of children. The successful candidate will be required to
? attend in-house Child Safeguarding programmes;
? promote and safeguard the welfare of all students in the school;
? report to the Head of Student Welfare any concerns they have for the welfare of a student. This may include unsafe practices witnessed within the school as outlined in the school?s Speak Out (Whistleblowing) Policy;
? keep professional relationships with students where personal boundaries are respected and maintained;
? seek advice from a Line Manager or Child Protection Officer with issues or concerns related to Child Safeguarding.

Requirements:
? Satisfactory Thai Police Criminal Record check;
? Confirmation of identity (Driving License / Passport / National ID card);
? Satisfactory references;
? Verification of qualifications and work experience;
? Certificate or record of complete course of covid of an approved vaccine.